E-BOOK
Higher education institutions have unique user provisioning challenges. Here's how you can solve 🛠 them.
Higher education institutions face distinct challenges unlike those faced by other industries. The number of users added and removed each year is in the thousands. Also, the dependence on contingent faculty, contractors, and partners is high in this sector, making access management difficult. To overcome these challenges, IT administrators require an effective user provisioning platform that can ensure seamless user provisioning and permissions management.
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Higher education institutions face distinct challenges unlike those faced by other industries. The number of users added and removed each year is in the thousands. Also, the dependence on contingent faculty, contractors, and partners is high in this sector, making access management difficult. To overcome these challenges, IT administrators require an effective user provisioning platform that can ensure seamless user provisioning and permissions management.
- Challenges 👎
- Solution 💡
Managing a decentralized IT organization with legacy solutions
A university system frequently consists of several colleges, departments, and offices. These institutions use legacy IAM systems that are often designed solely for management than security. With limited IT resources, managing these systems requires considerable manual effort and time.
Multiple roles for users across their lifecycle
Cross-departmental roles can create a complicated user persona. A student or staff member with multiple roles might have more than one ID number. These unique IDs are treated as separate users, requiring the individual to handle multiple accounts in AD and other applications.
Large number of temporary accounts
Community colleges commonly deal with many transient accounts. A large number of temporary users can cause delays in provisioning and managing user accounts. Without effective deprovisioning, these accounts can become stale and pose a security risk.
Increase in contingent workers
The number of contingent faculty range from 50% to 80% in many universities and colleges. The process of creating and managing contingent accounts might need to be performed manually with no integration with the HRMS. This creates zero visibility for the IT admin when the contingent staff leave, and can create a pile of orphaned accounts.
Handling ad hoc access requests manually
Adjunct students and faculty are often not listed in the university HR database or SIS. Accounts have to be created to give them access to folders. These requests are typically received in emails. Without the appropriate tools, IT admins' time can be quickly be devoured by these responsibilities.
Compliance regulations on higher education institutions
The GDPR and FERPA mandate that universities and colleges securely store and manage data. Institutions that do not comply risk hefty fines and losing access to government funds. Manual data provisioning lacks workflows and audit trails to demonstrate data security.
Automated lifecycle management
Manage the entire lifecycle of your students and faculty with ManageEngine ADManager Plus by automating user creation, deletion, and modification through standardized prepopulated templates.
Enterprise-ready integrations
Integrate your HCM solutions like UltiPro, WorkDay, or others with API support, and databases like MS SQL or Oracle with ADManager Plus to automatically provision students and teacher accounts in your AD and cloud platforms.
Role based access control
Using ADManager Plus, universities can ensure accurate provisioning based on user roles to provide the required access to applications and resources. This enables parents, teachers, students, consultants, contractors, and even temporary users to have only the level of access required to carry out their duties without compromising data security.
Delegated administration
Using ADManager Plus, IT admins can delegate routine tasks like student and teacher data modification, password reset, and file permission access to class teachers and department heads. As a result, students and teachers will have shorter wait times when dealing with basic IT issues.
Just in time access
IT admins can provide consultants, contractors, and temporary staff with permission for a brief period of time as necessary using ADManager Plus. This is also helpful when IT admins need to grant select individuals access for a limited time to sensitive resources, such those from Finance or HR.
Enhanced security and compliance
Create workflow systems that allow IT technicians to submit requests for data creation, deletion, and modification, minimizing the possibility of undetected customizations. Audit trails can also be used to track modifications made by technicians. This enables the university to protect the data of its students and faculty.
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